Authorise purchase orders
Purchase orders can be authorised using:
- The Authorise Orders screen.
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The Purchase Order Authorisation workspace or the Purchase Order Notifications workspace in the desktop.
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The Purchase Order Authorisation workspace or the Purchase Order Notifications workspace in the Self Service web app.
To access the Self Service web app- Your Sage 200 user account must have the Is Web User option selected.
- Enter the following URL into web browser: https://<yourservername>:10444/Sage200SelfService.
Only the orders that you can authorise are displayed, unless you are a Super Authoriser A Super Authoriser can authorise all purchase orders regardless of the authorisation rules..
Before authorising an order, you can view and check the details of the order. You can then:
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Authorise the order.
Once an order is authorised, it can be printed (and processed depending on your POP settings).
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Query the order.
If you Query an order, the order must be amended and re-saved, before it can be authorised.
When the order is queried, you can add a message to the generated notification. This notification can be viewed by the order originator. This allows you to inform the appropriate person why you have not authorised the order. The order can then be amended or cancelled as appropriate.
- The selected orders are authorised or queried.
- For authorised orders, the authorisation status changes to Authorised.
- Authorised orders can be printed and processed.
- For queried orders, the authorisation status changes to Queried.
- For queried orders, a new notification message is created. If you have set up email notifications, an email message is sent to the order Originator.
- If you use Check budgets when authorising purchase orders, you can see details of items on the purchase orders which will exceed your budgets, or items that contain blank or invalid nominal codes.
- Set up your authorisation rules.
- Choose whether to Allow processing of unauthorised purchase orders from the Order Processing tab of the POP settings.
Authorise an order using the desktop
Open: Purchase Order Processing > Order Processing > Authorise Orders
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Select the check box to the left of the order line to authorise the order.
The orders that are available for you to authorise are displayed, based on your authorisation rules.
- To view the details of an order, select the order and click View Order.
- To narrow down the list of orders, click Find.
- If are a Super Authoriser, select Include 'Super Authoriser' orders to display all orders requiring authorisation.
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Select the check box for each order that you want to authorise or query.
The Total to authorise value displays the amount of all your selected orders. The value is the gross order amount in the base currency.
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To query the selected orders, click Query.
Enter any text you want to add to the notification message.
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To authorise the selected orders, click Authorise.
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When the orders have been authorised, the message Authorisation process finished is displayed, and you can click on this link to see the Authorisation Results.
The authorisation status of the orders is set to Authorised.
- If you use Check budgets when authorising purchase orders, a warning will be displayed if the value of any item on the purchase order will exceed the nominal budget linked to that item, or if any item contains a blank or invalid nominal code. Reports will provide details about the relevant purchase orders or nominal accounts. See Check budgets when authorising purchase orders.
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Authorise an order using the workspace
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From the Desktop:
Open: Purchase Order Processing > Order Processing > Purchase Order Authorisation
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From the Self Service web app:
Open: Purchase Order Processing > Purchase Order Authorisation from the drop-down list.
The orders that are available for you to authorise are displayed, based on your authorisation rules.
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Select the check boxes to the left of the orders that you want to authorise.
- To narrow down the list of orders, use the filter options to find the orders you require.
- If are a Super Authoriser, select All for the Requires Super Authoriser column to display all orders requiring authorisation.
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To query an order, make sure just the order you want to query is selected and click Query Order.
Enter any text you want to add to the notification message.
- To authorise the selected orders, click Authorise Orders.
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When the orders have been authorised, the authorised orders are added to the My Purchase Order Authorised List.
- The authorisation status of the orders is set to Authorised.
- If you use Check budgets when authorising purchase orders, reports will be displayed if the value of any item on the purchase order will exceed the nominal budget linked to that item, or if any item contains a blank or invalid nominal code. See Check budgets when authorising purchase orders.